My LINKcat AccountDeForest Area Public Library
I. Permissible Uses
The DeForest Area Public Library’s policy permits nonprofit (501C3, and other 501Cs which meet the permissible organization’s criteria listed below) community organizations within the library service area, which is loosely defined as the DeForest Area School District, to use the meeting rooms free of charge. Permissible organizations include cultural, literary, and artistic groups: school, service, and social improvement groups; governmental meetings; and staff trainings for local businesses and industries.
Local groups not meeting these criteria and not listed in the exclusions (Section II Exclusions following page) may use the rooms by paying a $50 fee per three (3) hour use. Rooms may only be used in three (3) hour blocks. The use fee must be paid when booking the room and is non-refundable. The room is not reserved until payment is made and the form filled out, signed, and dated by a responsible person. Additional charges for re-setting the room, for any additional cleaning that may be required, or for repairs will be charged on a cost recovery basis. Failure to pay these charges will result in being barred from further use of the rooms.
Organizations meeting these criteria may reserve one of the following meeting rooms: The Community Room and Conference D in the basement. Other spaces may be made available for use on a case-by-case basis at the discretion of the library director.
The Town of Vienna Room and the Firestone Room are meant for individual or small group study. These rooms may not be reserved by the public and are available on a first-come-first-serve basis for one hour at a time. Organizations that share space in the library building, i.e., the library itself and the DeForest Area Historical Society may reserve these rooms for meetings.
Village of DeForest Board meetings will have first priority in use of the Community Room. Library programming will have first priority in room use except for the previously stated exemption.
In the case of an emergency, or if the meeting room is needed for a library or village sponsored program, the library reserves the right to reschedule an organization. The decision to reschedule will be made by the library director.
The library reserves the right to close the building and cancel use of its meeting rooms in the event of an emergency or due to weather conditions.
II. Exclusions
A) Purely commercial use of the meeting room is not allowed.
B) Programs which promote one political candidate or party: however, informational programs that present a variety of viewpoints are permitted and usually presented as public forums in conjunction with the library
C) Groups which have the sale of products or services as their primary purpose are excluded.
D) Gatherings that are of a purely social nature are not allowed.
E) No admission fee, registration fee, donation, or monetary solicitation may be sought from meeting attendees nor can any fundraising be done, unless the Friends of the DeForest Area Public Library co-sponsors the program.
F) Any purpose which may interfere with the regular operation of the library
G) Storage of materials or equipment.
Persons attending meetings are subject to library rules, regulations, and policies. Groups who disturb library activity or library users will be denied future use of meeting rooms. Library staff may enter and remain in a meeting at any time during a meeting.
Equipment
Users are responsible for any damage to library-owned equipment or furniture. The library is not responsible for any equipment brought into the building.
Hold Harmless Agreement
Users must abide by the rules stated in this policy indemnify the library from any damages caused by the user (s), and hold the library and its employees, free from any liability.
Disclaimer
The fact that a group is permitted to use a library meeting room does not in any way constitute endorsement of the group’s policies or beliefs by the library. No advertisements or announcements implying such endorsements will be permitted.
III. Room Requests
A) Requests must be made at least 48 hours in advance. Room requests may be made by telephone or by emailing the library.
B) Requests will be accepted up to 60 days in advance.
C) The circulation services librarian, library director, or assistant director will evaluate submitted requests. If the request meets the above permissible uses, is not listed in the exclusions, and space is available, the user will be contacted via phone or email and a meeting room agreement form will be created. The room is not reserved until there is a signed and dated form and payment has been received when required.
D) Groups composed of persons less than 18 years of age are permitted to use the meeting room; however, an individual over the age of 18 must make the reservation, must be in attendance, and must agree to assume responsibility for the actions of the participants.
IV. Cancellations
Cancellations must be made at least 48 hours before the scheduled meeting time. Failure to show up or failure to cancel the room requested will result in the loss of room use privileges and the group must apply to the library board for re-instatement.
V. Restrictions
A) Alcoholic beverages are not allowed in the library.
B) The sale of products or services is not allowed.
C) Smoking or vaping is not permitted in the library or the meeting room.
D) Food and/or beverages may be served.
E) Organizations may not use the name or address of the library as their official address.
F) Groups using the facility may not attach anything to the walls or furnishing unless permission to do so has been granted by the library director.
G) The library telephone is not available for public use.
H) The meeting room must be left in the same condition in which it was found. The user group is responsible for cleaning the room. Failure to leave the room in the same condition in which it was found will result in the assessment of charges for cleaning.
I) Organizations are limited to six (6) uses of a meeting room during a calendar year with no more than two (2) uses within the same quarter of the year. Exceptions may be granted by the Library Director.
VI. Hours of Availability
The meeting room is available during the library’s regular business hours. All clean up, packing, etc. must be done by 15 minutes before closing time. The regular hours of the library are: Monday Thursday, 9 a.m. to 8 p.m., Friday and Saturday, 9 p.m. to 5 p.m., and Sunday, 1 p.m. to 5 p.m.
Permission for use other than during the library’s open hours must be pre-approved by the library director and may or may not be granted.
VII. Other
The library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the library by any group or individual attending a meeting.
The library board and staff do not assume any liability on groups or individuals attending a meeting in the library.
The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group’s policies or beliefs by the library staff or board.
All meeting room use shall be compatible with the normal function of the library.
Groups using a meeting room must comply with the Americans with Disabilities Act (ADA)
Approved 05/09/2024